Participation Terms & Conditions
Abu Dhabi International Book Fair exhibits products of the book trade from all
over the world and particularly the Arab World.
It showcases the world of books and serves to promote the sale of books and
rights within the international book trade.
It is organised by DCT Abu Dhabi, P.O. Box 2380 Abu Dhabi, UAE (“the
These terms and conditions apply to all applications made by prospective
Exhibitors and form part of the stand application upon the Organiser’s
acceptance of the application. By submitting an application to the Organiser,
the prospective Exhibitor agrees to be bound by the provisions contained
The Abu Dhabi International Book Fair 2019
(“the Fair”) is scheduled from April 24
to 30, 2019.
Opening hours are daily: 9:00am - 10:00pm. Friday, 4:00pm - 10:00pm.
The Organiser may postpone the Fair for good cause, change its duration and
opening hours, exclude the general public, cancel the Fair entirely or close it
earlier than scheduled. Irrespective of all or any such changes, contracts with
the Exhibitors remain in effect in their entirety and the Organiser’s claim to
stand rental fees remains valid.
All national and international publishing companies may exhibit at the Fair. In
addition, countries may organise collective national stands. The producers of
newspapers and periodicals of educational material, audio-visual and digital
products, book clubs, wholesale booksellers, literary agents, printers, service
providers to the book trade and related organisations may also rent stands.
Any Exhibitor whose right to use its name and/or trademark is disputed, may
exhibit provided that it can demonstrate its right to use the name and/or
trademark by order of a court of law of the UAE or if the use of said name
and/or trademark at the Fair has been authorised in writing. This shall also
apply to book trade exhibits included as part of collective national
Only products of the book trade may be exhibited at the Abu Dhabi International
- Audio/Audio books
- Bookshop management software and equipment
- CD–Roms/cassettes/DVDs relating to books
- Copywriting services
- Cultural projects/initiatives that support the book industry (e.g.
- E-Books and digital materials
- Equipment related to “printing & book production”
- Library equipment/service
- Literary agency services
- Newspapers/magazines/journals & periodicals
- Non-book articles related to the book trade
- Online books
- Printed material & printing services in relation to books
- Software relating to books and publishing
The exhibits are subject to the censorship laws of the UAE.
It is not permitted to exhibit any works which have been banned from
production, distribution or import by a court of law in the UAE, or similarly
in a court of law abroad, if this judgment has been declared enforceable in a
court of law in the UAE. The Organiser reserves the right to remove titles
which are prohibited by the law of the UAE.
It is not permitted to promote or advertise any such items that are excluded
from the Fair.
Publications that have been officially indexed as liable to corrupt the young
must not be accessible to juveniles.
4. Registration, Contract
and Stand Allocation
Registrations to participate must be made in writing using the form supplied by
the Organiser (“Registration Application for 2019”). The completed form must be
returned to the Organiser by January 24, 2019 (“Deadline”) at the latest.
Provisional written applications that may be linked to reservation requests are
invalid if a formal registration using the Organiser’s official forms is not
submitted by the stated deadline.
Alterations or provisions made by the Exhibitor on the registration forms, on
these terms and conditions, or in connection with the same will be disregarded.
Several Exhibitors may share a stand. Each Exhibitor must complete a
separate registration form. Registrations must be submitted together and meet
the deadline (see 4.1). The stand rental fee must be paid by a single Exhibitor
(main Exhibitor). Each additional Co-Exhibitor (e.g. representatives) will be
charged a Co-Exhibitor’s fee (see Price List).
4 and 8 sqm shell scheme stands usually have three side walls. If another
shell scheme stand is neighbouring and the two exhibitors do not wish to have a
partition between their stands, the side wall can be removed upon request.
Registration is legally binding for the Exhibitor. Registration is
considered as a contract upon issuance of the invoice and stand confirmation
that will be sent to the Exhibitor. If the Organiser is unable to allocate a
stand to the Exhibitor due to lack of exhibition space, the Organiser will
reimburse the payment on an account that has already been made (see 10.2).
Before the stand confirmation comes into force, registration may be cancelled
by letter, whereby a cancellation fee amounting to 30 per cent of the stand
rental fee will be charged.
Conclusion of the Contract does not entitle the Exhibitor to a specific
position, although the Exhibitor’s wishes in terms of position, neighbouring
stands and size will be taken into account wherever possible.
The Organiser takes no responsibility for the costs of modifications to a
stand incurred in the course of any reallocation caused by overall regrouping.
The Organiser is entitled to reduce, but not to increase, the requested
stand size, in which case the rental fee will be reduced accordingly. To ensure
a balanced distribution of stands with regard to subject themes as well as
technical factors, the Organiser reserves the right to implement changes in
stand location and size, as well as changes to requested corner, peninsula or
islands stands. Whilst the Exhibitor may express requests of this nature (see
4.6), the Organiser is under no obligation to comply, nor is the Contract
rescinded as a result.
The exchange of stands between registered Exhibitors is not allowed.
Every Exhibitor will be included in the Catalogue when registering before the
deadline. Catalogue entry is obligatory. Inclusion in the Catalogue print
edition automatically implies inclusion in the online Catalogue (“Catalogue
2018”) which will be online for the entire calendar year. The Organiser accepts
no responsibility for the completeness and correctness of catalogue entries.
6. Stand Fittings
Stand fittings and furnishings are subject to the attached “Technical Regulations”.
In the event of failure to comply, the Organiser is entitled to order
alterations at the Exhibitor’s expense.
Excess stand height is permitted up to a maximum of 3 m. Official authorisation
is always required for a stand height in excess of 3m. The 'Technical
The Organiser will supply all shell scheme stands with a standard fascia board
as nameplate for the stand, inscribed with the publisher’s company name, stand
number and country. Exhibitors with custom-built stands must supply their own
nameplates and stand numbers.
Nameplate inscriptions must correspond to the Exhibitor’s catalogue entry.
8. Occupation of Stands,
Set-Up and Breakdown
Exhibition halls are open for Exhibitors from Tuesday, April 23, 8 am, for the
set-up of exhibits. Earlier set-up requires the Organiser’s authorisation in
writing and is only permitted for custom-built stands.
Set-up and decoration of stands must be completed by 8 pm on April 23 and
the stands must be manned every day of the Fair during opening times (see 1.1).
Exhibitors must display their exhibits for the entire duration of the Fair.
The Organiser has the right to re-allocate stands that are not yet set up
at 5pm on April 23. There is no reimbursement of stand rental fees already
Delivery of packing materials, the packing away of exhibits and the
clearing of stands is not permitted prior to the official end of the Fair.
Breakdown is not permitted before 11 pm on April 30.
If stands are cleared prior to the end of the Fair, the Organiser will
impose a breach of contract penalty.
If a stand is not cleared by the prescribed deadline, the Organiser will
impose a breach of contract penalty, and it will be cleared at the Exhibitor’s
expense. The Organiser accepts no responsibility for stand furniture and
fittings that have been left on the stand.
9. Rental Fees
The rental fee for shell scheme stands includes: shell scheme stand, carpet,
electricity supply (1 kW), a basic furniture package related to the stand size,
a number of spotlights related to the stand size, a number of bench cabinets
related to the stand size, power consumption, air-conditioning, waste disposal,
general cleaning, a number of free Exhibitor passes based on the stand size and
a fascia board inscribed with the name of the company (available for shell
scheme stands only). The stand may also be rented without shell scheme stand as
space only. The rental fee for space only stands includes: raw space,
air-conditioning, waste disposal, a free copy of the Catalogue and a number of
Exhibitor passes based on the stand size. Electricity installations
(consumption), flooring, stand number and nameplate must be ordered separately
and are subject to additional charge.
The Organiser reserves the right to increase or lower rental fees for all
or individual types of stand if unforeseen circumstances require or permit
this. Any such increase may not exceed 10 percent.
Changes of the stand layout requested after the registration deadline are
subject to payment of the costs incurred, with a minimum charge of AED 500.
Changes can only be processed if the Organiser is notified prior to March 20,
If practicable, alterations can be carried out at the Fair itself, but only
against advance payment of costs and subject to an additional surcharge.
10. Terms of Payment
Invoices for rental fees and other service charges are payable upon receipt,
along with bank charges if any to the Organiser’s account indicated on the
invoice. Objections can only be considered if raised within three weeks of the
date of invoice. The invoice and final stand allocation will be sent to each
Exhibitor after completion of the allocation process (see 4.6).
If payment of the invoice is not received within the period stipulated, the
Organiser has the right to cancel the contract, without prejudice to its rights
to claim damages or other remedies.
11. Terms of Cancellation
If an official withdrawal is submitted after the receipt of the stand confirmation,
the Exhibitor is subject to a handling charge of 30 per cent of the stand
rental fee (see 4.6).
Following issuance of stand confirmation, and 2 months before the start of the
fair, this charge increases to 100 per cent of the stand rental fee.
The stand rental fee remains payable if the Exhibitor is prevented from
attending or sending exhibits to the Fair, for whatever reason.
Applicants may be excluded from the Abu Dhabi International Book Fair if they
are the subject of bankruptcy or insolvency proceedings before any court of
law. If any such proceedings are initiated following registration for the Fair,
the Organiser is to be informed without delay. Stand rental fees which have
already been paid to the Organiser will be restored to the Exhibitor and the
contract with the Organiser will be cancelled.
The Organiser has the right to cancel exhibitor participation at any time, and
will reimburse any payment that has already been made prior to cancellation.
In general, exhibition goods may be sold at the Fair.
13. Exhibitor Passes
A special pass is required for access to the exhibition site during the
buildup, breakdown, and none opening hours.
For the use of the Exhibitor’s employees engaged in the set-up and breakdown of
stand fittings, for its representatives and for use of its stand, the Exhibitor
is issued with Exhibitor passes that are to be attached to outer clothing in a
visible position at all times on the exhibition site. Exhibitor passes are
valid during set-up, opening, and breakdown.
Exhibitor passes are issued free of charge for every stand on the basis of
These passes are not transferable. Improperly used passes will be withdrawn
with no right of appeal.
14. Insurance Coverage
Each Exhibitor bears sole responsibility for insuring all stand furnishings and
exhibits against burglary, theft, fire and water damage, and against damage
incurred in transit to and from the Fair.
There is no collective insurance policy.
15. Conduct at the Fair
Every Exhibitor shares in the responsibility for the success of the Fair and
should refrain from committing actions that may cause disturbance or hindrance
to other Exhibitors.
It is the duty of every Exhibitor to cooperate in the prevention of theft.
It is strictly forbidden to bring any kind of weapon to the exhibition site.
The inside surfaces of the Exhibitor’s stand may be used for promotion
purposes, but only in relation to the exhibits placed on display.
The Organiser is entitled to issue regulations regarding the appearance of
outer stand surface areas, taking into account the overall effect. Requests for
the hanging of banners from the ceiling of the exhibition halls must be
submitted to the relevant service provider. If approved, banners are subject to
a surcharge in addition to the costs of the production and hanging of the
banner by the service provider.
Outside the Exhibitor’s own stand area, it is not permitted to undertake
promotional activities either on or in front of the exhibition site. This
includes the use of persons for publicity purposes, as well as the distribution
or posting up of advertising material such as leaflets, posters, stickers etc.
in hall aisles, on the exhibition site, in the immediate vicinity of the
exhibition site or on car parks used for the Fair. It is also not permitted to
carry out surveys, tests, competitions, raffles and prize games outside the
Exhibitor’s stand. The Organiser’s own survey questionnaires are excepted from
Exhibitors and institutions are encouraged to organise their own promotional
events. It is not permitted to hold receptions, lectures, press conferences,
discussion events, etc. on the exhibition site without the written
authorisation of the Organiser.
17. Non-Compliance with
Terms & Conditions
The Organiser is entitled to exclude the Exhibitor from the Fair in the event
of failure to comply with the stipulations of these Terms & Conditions
(particularly breach of 'Technical Regulations') and of continued breach of
Contract despite warnings. In particularly serious cases, this may also include
exclusion from future fairs. This shall also apply if items are exhibited that
are subject to court bans or if the Exhibitor or his employees have committed
or encouraged punishable offences (such as theft or deliberate infringements of
Rather than ordering exclusion, the Organiser may impose a penalty amounting to
30 per cent of the stand rental fee. Participation in future fairs can be made
conditional upon payment of any such penalty.
18. Place of Contractual
Fulfillment, Court and Law of Jurisdiction
The place of contractual fulfillment and exclusive court of jurisdiction for
all disputes arising between Exhibitors and the Organiser is the Courts of the
UAE. In cases of dispute, the laws of the UAE shall apply.